Humanist Society Scotland · Web viewFinance will not acknowledge receipt of funds - please just check your bank statements if you need confirmation. Any non-payment of returns will

You can access the booking system either through the Dashboard on the website:

Or you can go here directly:

http://celebrants.humanism.scot/ and log in.

You will then have these options to navigate through.

In My Diary:

You can add an unavailable time for any days where you are unavailable for a ceremony (not just bookings). Click on add unavailable time and you will see this page:

Put in the unavailable from date, if it is a whole single day that you want to mark off this is all you need to put in -add a reason if you wish (this won’t be visible to members of the public). If you want to only mark yourself as unavailable for a portion of the day include the time from and to. If you are away or busy for a week etc. mark the unavailable from and unavailable to fields and it will mark you as unavailable for that whole block. If you are always busy on a particular day or days select the first day that you want to be marked as unavailable (ie next Wednesday) then in repeat every you can either pop in 7 days or 1 week or month or year if it is a monthly or annual commitment, and then mark in how often you want that to occur. If it is every Monday to Wednesday, for example mark in the next Monday to Wednesday and repeat every week for 52 weeks (or whatever is appropriate). When you edit, it will come up as available blocks, so if you are doing a course for 12 weeks but there is a recess of 1 week in the middle you can delete this separately. However this does mean that you will have to change each block separately if you make a mistake or your commitment changes.

You can edit diary entries at the bottom of the page:

Click on the date (in blue at the bottom) you want to edit and this page will appear:

And here you can edit or delete the diary entry.

You can also add these onto your Gmail calendar.

Select add to Google Calendar next to the date in blue (or add to calendar will add it to an outlook calendar, you will need to log-in to your outlook or gmail if you haven’t already done so).

My Bookings

In this section you can add your bookings. You will be able to enter any of the booking types that you are registered for (and you can also check on bookings you have already made).

In each of the sections the appropriate information fields will come up. Please remember to enter your fees - if you are doing a free funeral ceremony for anyone under 16 please email the Ceremonies Administrator to amend your registration fees ([email protected]). For reduced fee/ free ceremonies for any other reason where you require your registration fee to be amended please email Head of Ceremonies and Chaplaincy([email protected]). Fill in all the relevant information.This will also list your booking on your diary and mark you as unavailable either for the whole or part of the day, once you have submitted the request simply ‘Add to Google Calendar’ to add this appointment to your gmail calendar (you must be logged in to your gmail) or ‘Add to Calendar’ to add to an outlook calendar if you have one (again you will need to log in).

Once you have confirmed a booking, select your booking and in the drop down list change the status from tentative to confirmed. This will then allow you to add files such as your script to the booking. In order to confirm a wedding booking you will also need to add the couple's membership number.

Just click in the ‘attach new file’ box and browse to get the file from your computer.

As long as you have also got an email address saved for the booker you can also send them an email. You can create templates in the My email Templates section, and any templates that you have set up for that type of ceremony will be available to you to send.

The template email will then auto fill for you and you can edit it as you wish, or you can simply write a new email.

My Reminders

Here you can set up reminders for any confirmed (not tentative) bookings.

Simply use the drop downs to select the ceremony you want a reminder for and when you want it to send.

It will then send you an email on the requested day. This is good for reminders for couples to pick up forms etc. but can also be a good way to remind yourself of any key actions required.

My Returns

Any outstanding returns will show up here. If you do not see a booking that you would expect to see, check in your bookings and make sure you have confirmed the booking and entered your fees correctly.

You will be able to submit a return for any completed month or quarter (ie: you will need to wait until the 1st of March to complete a return for February). You must submit a return for each quarter. If you have not performed any ceremonies you still need to submit a nil return (please see below for information about reduced fee and free ceremonies).

Once you have submitted a return you will be able to see your past returns here as well. (Remember to delete any confirmed bookings that are cancelled prior to taking place or they will show up here.) You can also add any notes here to explain any unusual circumstances or anomalies (these must have been confirmed with the Ceremonies Administrator or Head of Ceremonies & Chaplaincy). Once you have hit submit you can no longer edit your return. Please check that all details are correct before hitting submit! If anything looks wrong or you aren’t sure about it please email me before submitting. ([email protected].)

If you have completed a ceremony for free for any reason it will appear as a due payment as we need to manually reset the fees for you. Please let us know the details once you have booked in a free or reduced ceremony on the system, in good time prior to your return being due, and we can alter the charge for you (if you are doing a free funeral ceremony for anyone under 16 please email the Ceremonies Administrator to amend your registration fees ([email protected]). For reduced fee/ free ceremonies for any other reason where you require your registration fee to be amended please email Head of Ceremonies and Chaplaincy ([email protected]). Please mention anything like this in the notes box provided, this will stop finance from having to chase you up to check your charges, and is useful for your own record.

Once you have submitted your return you will be sent a VAT invoice via email from finance with payment details. It is important that you have made sure that your return is correct before you receive this! Please be careful to double check your return at the ‘Submit’ stage to avoid any errors. Payment will be due based on the invoice received, if you have any queries about your invoice contact the Finance team ℅ Mads as soon as possible ([email protected]). Finance will not acknowledge receipt of funds - please just check your bank statements if you need confirmation. Any non-payment of returns will show on our accounts system as an unpaid invoice, and we will contact you to query the reason for non-payment, after the standard 30 day terms for payment has elapsed.